Microsoft Outlook’s distribution lists make it considerably simpler to send emails to several recipients.
In Office 365, you may manage numerous email contacts and establish email groups of contact groups (distribution lists) in the Outlook programme.
We often use the Microsoft Outlook programme to aid us with our office work. We make use of several helpful features, such as Outlook signatures, email delay, and email encryption. However, we would like to simplify our lives as we send more and more emails. The ability to group email recipients is one of the most practical time-saving strategies.
Numerous options are available in the Outlook programme to handle grouped contacts.
Learn how to set up a distribution list (contact group) and an email group in Microsoft Outlook 2016.
Email Group vs. Contact Group (Distribution List)
You have the option to establish two different sorts of groups for the email accounts you want to arrange in the Outlook programme used by Office 365.
- A local group formed in your Outlook programme is a contact group, formerly known as a distribution list.
- There is no specific email address associated with this local named group.
- You may add email addresses whenever you wish.
- Everyone in the company can utilise the worldwide Microsoft 365 group called “Email Group.”
- Have a special email address for this group
- Email addresses of the organization‘s members can be added.
- May be expanded to include more components like Calendar, Teams, SharePoint, Planner, and more.
Create a contact group if you’re seeking for a quick fix specifically for you (formerly a distribution list). Email group will work better in situations where it will be beneficial to utilise this group in numerous locations and with other colleagues.
Keep in mind that Office 365 admin can disable the development of the Microsoft 365 groups, which serve as the basis for the email group. To form an email group in such a situation, you will need to speak with your IT department.
How to set up a distribution list for contacts in Outlook
Open that application to establish a local contact group that you may utilise in Microsoft Outlook 2021.
Select the People icon (1) and the New Contact Group button in Outlook (2).
Next, what?
You may create a contact group for the Outlook app in the new window. Set a distribution list’s name and add members to establish a new one in Outlook.
You may utilise already-existing contacts or emails from your address book when creating the contact group. Choose New E-mail Contact if you wish to utilise a new email address.
When your group is all set, click the Save & Close button to save it.
You may utilise your contact group (distribution list) on the Outlook mobile application now.
Outlook contact group use instructions
The newly made Contact Group will be accessible in Outlook’s People area.
Now, you can use the contact group’s name to have Outlook add the group automatically whenever you create a new message or meeting.
Email addresses will be added, and the Contact Group that was chosen in the message or meeting invitation will automatically populate.
How to make a group of emails in Outlook
Open that application to establish a global email group that you may use in Microsoft Outlook.
In the Groups area of Outlook, click the New Group (1) icon.
You may establish a new email group in Outlook using the window. The operation of the email group can be configured to:
- 1.Name : sets up the group’s name.
- 2.Email address : Select the email address that will serve as this group’s representative. You might abbreviate the suggested email address.
- 3.If your company uses email groups frequently, you might want to add a few lines about this group under Description .
Sensitivity – you can mark this group as sensitive. - 4.Privacy – Decide whether your group should be public or private. Only members of the group with the private access type will be allowed access.
- 5. Decide whether emails should go to a common mailbox or to a mailbox for each member before sending all group emails and events to members’ inboxes.
Select the Create button when you’re ready to start an email group in Outlook.
The members of the Email Group can be added in the next step.
A new group will be formed as soon as you add members.
Select the Create button when you’re ready to start an email group in Outlook.
The members of the Email Group can be added in the next step.
Additionally, all invited participants will get additional emails informing them of the new Email Group and instructing them on how to open it in Outlook.
Now, you may immediately add an email group to new messages or meetings in Outlook by using the email group’s name or newly generated email address.
Next, what?
Good! Now that you know how to use the Outlook app to create an email group. Would you like more Outlook hints and tips? Learn how to manage signatures in Outlook, delay email sending, and recall emails that have already been sent.
